Privacy Policy

Last updated 9 November 2026

Who we are

Team Track is operated by Westgate IT Hub. For any question about your data, contact [email protected].

What we collect

• Who you are: name, work email, phone number, department, job title, work location and the employee ID your admin assigns you.
• Attendance: check-in and check-out times, breaks, hours worked, overtime, and whether a day was office, remote or leave.
• Location, at remote check-in: when you record a remote-work check-in, the app asks for your location once, to confirm where that shift began. If you decline the permission, or the reading fails, check-in still works — you type the location instead.
• Location during your shift — only if your company turns it on, and only if you agree: this is off by default. If your company enables it, you are shown a notice in the app explaining exactly what is recorded, and nothing is recorded unless you agree to it. You can withdraw that agreement at any time from your Profile, and recording stops immediately.
  
  When it is running, the app records where you are roughly every five minutes, and the nearest street address. It records only while you are checked in: it stops the moment you go on a break or check out, and it never runs at the weekend, on leave, on a work-from-home day, or outside your shift. You can always tell when it is on — Android shows a permanent notification and iPhone shows a blue indicator at the top of the screen, and neither can be switched off while it is recording.
  
  Only your administrator can see it. Your colleagues cannot. Nobody, including your administrator, can edit or delete what was recorded, and it is deleted automatically after 90 days.
• Fingerprint device ID: the enrolment number the Z900 scanner assigns you — a number such as 0007. Your actual fingerprint never leaves the scanner and is never sent to or stored by Team Track.
• Work: tasks assigned to you, checklists, time logged, completion notes and any photos or files you attach.
• Communication: chat messages, photos, files and voice notes you send in the app.
• Pay: your salary structure and the payslips generated from it, held so that administrators can calculate and check payroll. Pay information is visible to administrators only — never to your colleagues.
• Technical: a push notification token for your device, and crash reports if the app fails.

What we do NOT collect

• No location outside your shift. If your company has not turned on shift location, or you have not agreed to it, the app reads your location only at a remote-work check-in and at no other time. If it is on and you have agreed, it records only between your check-in and your check-out, with a visible indicator throughout. It never reads your location when you are not on the clock — not in the evening, not at the weekend, and not on a day you are working from home.
• No fingerprint data. Only an enrolment ID number, as explained above.
• No advertising identifiers, no analytics trackers, no third-party ads.
• No access to your personal photos, contacts, calendar or messages outside the app.

Why we collect it

To record attendance and calculate hours; to calculate and pay salary correctly; to assign and track work; to let colleagues communicate; and to send you notifications such as break reminders and task updates. The legal basis is your employment relationship with Westgate IT Hub.

Who else sees it

• Hostinger — provides the server our database and files run on.
• Google Firebase — delivers push notifications; receives your device token and the notification text.
• Resend — sends email including payslips; receives your email address and the payslip PDF.
• Microsoft Teams — only if your organisation switches that integration on.

Nobody else. We never sell your data or share it for marketing.

Who inside the company sees it

You always see your own record in full. Administrators can see attendance, tasks, salary and project chat for the team they manage, because managing those is their job. Private messages between two other people are not readable by admins.

How long we keep it

Attendance and salary records are retained while you are employed and afterwards for as long as employment and tax law requires. Chat messages, photos and voice notes are kept until deleted. Push tokens are removed when you sign out. Shift location is deleted automatically after 90 days, and is not kept beyond that for any purpose. Withdrawing your agreement stops any further recording immediately; what was already recorded is kept until that 90 days expires, as a record of shifts that took place.

Your rights

You can view and correct your own profile in the app at any time. You can request a copy of your data, or delete your account, by following the steps on our account deletion page or by emailing us. Note that attendance and payroll records may be retained in anonymised form where the law requires us to keep them.

Security

All traffic is encrypted in transit. Access is controlled at the database so that each person can only reach the records their role allows. The server is firewalled and monitored, and we are alerted automatically to failures and suspicious activity.

Children

Team Track is workplace software and is not directed at anyone under 18.

Changes

If this policy changes we will update this page and change the date at the top.

Changed in this version: shift location. An earlier version of this policy said the app never reads your location in the background. That was true then and is no longer true for everybody: a company can now turn on recording during a shift, and anyone whose company does is asked to agree before a single point is recorded. If your company has not turned it on, or you have not agreed, nothing about your location has changed. We are telling you rather than editing the page quietly, because a promise that is withdrawn without notice is worse than one never made.